The General Data Protection Regulation and the UK Data Protection Act 2018 DATA PROTECTION NOTICE

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1 The General Data Protection Regulation and the UK Data Protection Act 2018 SCOPE DATA PROTECTION NOTICE This notice is for all candidates for, and Freemasons of, the Province of Gloucestershire (the Province) It applies to the processing of your personal data by the Province. Section 1 defines personal data and the term processing. For further information please refer to the Province s Data Protection Policy which will be supplied to you on request. Section 2 sets out the purposes that your data will be used for by the Province if you are a candidate to become a Freemason. Section 3 sets out the purposes for which your data will be used by the Province if you become a Freemason. 1. DEFINITION OF DATA PROTECTION TERMS Data is information which is stored electronically on a computer, or other electronic media, or in certain paper-based filing systems. Personal data means any information relating to a natural person that is an identified or identifiable living individual. Special category data includes information about a person s racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health or condition or sexual life, or about the commission of, or proceedings for, any offence committed or alleged to have been committed by that person, the disposal of such proceedings or the sentence of any court in such proceedings. Special category data can only be processed under strict conditions, including a condition requiring the express permission of the person concerned. Natural person means a living individual who can be identified, directly or indirectly, in particular by reference to: (a) an identifier such as a name, an identification number, location data or an online identifier; or

2 (b) by one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of the individual. Data controllers are the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law. Data users are those of our members whose work involves processing personal data. Data users must protect the data they handle in accordance with this data protection policy and any applicable data security procedures at all times. Data processor means a natural or legal person, public authority, agency or other body, other than an employee of the data controller, which processes personal data on behalf of the controller Processing is any activity that involves the use of the data. It includes obtaining, recording or holding the data, or carrying out any operation or set of operations on the data including organising, amending, retrieving, using, disclosing, erasing or destroying it. Processing also includes transferring personal data to third parties. Personal data means any information relating to a natural person that is an identified or identifiable living individual. Please note that your personal data will be processed by the Province of Gloucestershire and the United Grand Lodge of England as separate data controllers; and so you are referred to their respective Data Protection Policies and Notices. Your personal data will also be processed by your Lodge, and any other lodges that you may become a member of and you should therefore refer to their data protection notices. 2. USE OF YOUR PERSONAL DATA TO PROCESS YOUR APPLICATION TO BECOME A FREEMASON As a candidate for Freemasonry, your personal data will be processed retained and shared for the purpose of assessing your membership application and any other Masonic applications you may make. Your personal data will be shared with the United GrandLodge of England and any private lodge or lodges that you may join. Our justification for this processing of your personal data is that it is in our legitimate business interests to do so. Furthermore by making an application to join freemasonry you are consenting to the processing of your personal data for the purpose of that application and where approproiate, your continued membership. Page 2 of 5 pages

3 You can withdraw your consent and request erasure of your data at any time prior to your initiation by notifying your proposer or seconder that you wish to cancel your application. 3. USE OF YOUR PERSONAL DATA AFTER YOU BECOME A FREEMASON As a Freemason your personal data will be processed, retained and shared for all reasonable purposes required by the Book of Constitutions, or the bodies it sanctions from time to time. Should you subsequently become a member of the Royal Arch then your personal data will be processed, retained and shared for all reasonable purposes required by the Royal Arch Regulations or the bodies it may sanction from time to time. These purposes include, but are not limited to, the following: (a) assessing any Masonic applications you make; (b) registering you as a member of Freemasonry; (c) receiving communications to which you are entitled as a Mason; (d) recording the progress of your career in Freemasonry; and (e) masonic disciplinary processes. The legal basis on which your personal data will be used in accordance with Section 3 are: (a) the legitimate interests of the Province as a not for profit membership organisation; and (b) the fulfilment of any contractual obligations owed to you by your Lodge supported by the Province. You may stop your personal data from being used by the Province by resigning from all the Lodges you are a member of in the Province. If you wish to: (a) request access to any data held about you; (b) prevent or block the processing of your data; (c) have inaccurate data rectified or erased; (d) object to processing that is based on the data cotroller s legitimate interests; (e) have your personal data disposed of securely. (f) have your personal data transferred to another data controller (portability) (only applies in very limited circumstances). (g) access the personal data being processed about you (with limited restrictions); (h) request the deletion or removal of personal data in certain circumstances Page 3 of 5 pages

4 (the right to be forgotten); (i) restrict processing of personal data e.g. where you contest its accuracy or object to the processing; please contact the Data Protection Officer by post or The Data Protection Officer c/o The Provincial Grand Secretary The Masonic Hall, Venns Acre, Wotton-under-Edge GL12 7BE (clearly mark the subject line of the FAO The Data Protection Officer) Telephone The Province does not engage in direct marketing or automated decision making as defined under the legislation. The Province will not transfer your personal data outside of the E.U. Please note that as a member of a Lodge in this Province your personal data may at sometime in the future be published in the Province of Gloucestershire Year Book or Square Talk, Provincial Website or other such publication as the Province may from time to time use. If you do not wish your personal data to be included in any of the Province of Gloucestershire s publications the onus is on you to contact the Provincial Grand Secretary at the address below and advise him accordingly. This must be done in writing. 4. GLOUCESTERSHIRE MASONIC CHARITIES. There are two local Masonic Charities making grants each year: Gloucestershire Community Foundation Freemasons Fund; Gloucestershire Masonic Charity Action. All of the funds disbursed by these Masonic charities are raised directly by local Lodge members and their families. All charity contributions are at the sole discretion of individual members. No contributions are collected from the public. Page 4 of 5 pages

5 If you ticked the box on your registration form or have otherwise indicated to the United Grand Lodge of England that you would like the United Grand Lodge of England to share your personal data with Masonic charities so that they can process it: (a) On receipt of an application for relief, to determine whether you or your relatives are eligible beneficiaries; and (b) To enable Masonic charities to contact you with fundraising materials The Province of Gloucestershire s masonic charities set out above will process your personal data for the purposes set out in (a) & (b) above. Having chosen to provide your personal information to a Masonic charity then the Province of Gloucestershire may also permit that charity to keep your data accurate and up to date by verifying it against your name and address data that the Province of Gloucestershire holds. The legal basis of this processing is that it is in the legitimate business interests of the charity. The Province can be contacted via: The Provincial Grand secretary The Masonic Hall, Venns Acre, Wotton-under-Edge GL12 7BE provgsec@glosmasons.org.uk Telephone In this notice Book of Constitutions means the General Laws and Regulations for the Government of the Craft of the United Grand Lodge of England from time to time. Royal Arch Regulations means the General Regulations of the Supreme Grand Chapter of England from time to time. Version Date Comment GDPR 1.0 May 2018 First issue 1.1 November 2018 Website update Page 5 of 5 pages